Job summary
An opportunity has arisen for a Band 3Immunisation Service Administratorwithin the Sussex Immunisation Service (SIS). The role is fixed term for a period of one year, commencing in May 2026, working 20 hours over 3 days (part time) 8am-3.10pm. Must include a Tuesday and Thursday, third day open to negotiation.
We are looking for an Administrator to be a part of our innovative and dynamic Immunisation team dedicated to improving immunisation uptake and delivering the National evidence based Schools' Immunisation Programmes.
The SCFT Sussex Immunisation Service vaccinates children aged 0-19 years in schools and clinics across West Sussex, East Sussex and Brighton and Hove.
This post will be based in Brighton, but you may be required to travel to provide support in offices within the whole of Sussex. Therefore, a car owner/driver is essential.
Please note: Due to recent changes in UK immigration and visa rules, this role may not be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.
Skilled Worker visa: going rates for eligible occupation codes - GOV.UK
Health and Care Worker visa: If you'll need to meet different salary requirements - GOV.UK
Main duties of the job
To provide a comprehensive administrative service to the Immunisations team, ensuring the smooth running of the office.
To administrate and facilitate clinics arranged for the Immunisation Service.
To provide flexible operational support to the team and cover for annual leave/sick leave.
To assist and pro-actively support the team in managing the complex workflow of administration processes.
To draft responses for routine correspondence and where appropriate responding without reference to Managers.
To manage a comprehensive and up-to-date filing and retrieval system.
To deal appropriately with correspondence as requested or in the absence of the relevant Manager, deal appropriately with urgent correspondence.
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Accredited Living Wage Employer, we ensure fair pay for all our staffo Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trust
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
To undertake word-processing as required. This includes complex reports, briefing papers and confidential correspondence, working on a team drive and ensuring a system is used for easy retrieval by all members of the team. This includes dealing with matters concerning both staff and clients which may be of a sensitive nature
Use of computer packages as appropriate eg Excel, PowerPoint, PIMS, Access and input to and maintain administrative databases, assisting in creating new databases as appropriate.
To undertake scanning, laminating, binding, faxing, photocopying and distribution of papers as necessary.
Organise and manage (including prioritising) an efficient computerised diary system and bring forward system, ensuring that documentation is available for all meetings as required.
To manage, develop, and initiate administrative systems and procedures and maintain office systems.
To arrange attendance on courses/conferences and maintain accurate records of study leave.
Arrange, facilitate and minute a range of routine and non-routine multi-disciplinary meetings as required for Managers (arranging venues, minute taking, distribution of paperwork, compiling agendas and following up action points)
To actively participate in regular supervision sessions with the Managers.
Ordering stationery / equipment for department as required
Authorise and process all financial requests appropriately and maintain accurate records.
To understand how the work undertaken by the post holder relates to and affects the work of others, in order to achieve the best outcomes in terms of effective processes and quality of service.
Job description
Job responsibilities
To undertake word-processing as required. This includes complex reports, briefing papers and confidential correspondence, working on a team drive and ensuring a system is used for easy retrieval by all members of the team. This includes dealing with matters concerning both staff and clients which may be of a sensitive nature
Use of computer packages as appropriate eg Excel, PowerPoint, PIMS, Access and input to and maintain administrative databases, assisting in creating new databases as appropriate.
To undertake scanning, laminating, binding, faxing, photocopying and distribution of papers as necessary.
Organise and manage (including prioritising) an efficient computerised diary system and bring forward system, ensuring that documentation is available for all meetings as required.
To manage, develop, and initiate administrative systems and procedures and maintain office systems.
To arrange attendance on courses/conferences and maintain accurate records of study leave.
Arrange, facilitate and minute a range of routine and non-routine multi-disciplinary meetings as required for Managers (arranging venues, minute taking, distribution of paperwork, compiling agendas and following up action points)
To actively participate in regular supervision sessions with the Managers.
Ordering stationery / equipment for department as required
Authorise and process all financial requests appropriately and maintain accurate records.
To understand how the work undertaken by the post holder relates to and affects the work of others, in order to achieve the best outcomes in terms of effective processes and quality of service.
Person Specification
Qualifications
Essential
- O' Level/GCSE level /equivalent: English and Maths
- Secretarial qualification RSA 3 or demonstrates equivalent knowledge through experience
Desirable
- Computer related certificate or equivalent e.g ECDL
Other Requirements
Essential
Experience
Essential
- 2 years relevant administrative and secretarial experience to include electronic diary management
Desirable
- Experience of setting up office systems/procedures
Skills and Knowledge
Essential
- Advanced knowledge of Microsoft Office packages, i.e. word processing, spreadsheet and databases skills
- Planning and organisational skills
- Flexible and positive approach to work and ability to use initiative
Desirable
- Formal minute taking skills to include the production of agendas and following up action points with managers
Person Specification
Qualifications
Essential
- O' Level/GCSE level /equivalent: English and Maths
- Secretarial qualification RSA 3 or demonstrates equivalent knowledge through experience
Desirable
- Computer related certificate or equivalent e.g ECDL
Other Requirements
Essential
Experience
Essential
- 2 years relevant administrative and secretarial experience to include electronic diary management
Desirable
- Experience of setting up office systems/procedures
Skills and Knowledge
Essential
- Advanced knowledge of Microsoft Office packages, i.e. word processing, spreadsheet and databases skills
- Planning and organisational skills
- Flexible and positive approach to work and ability to use initiative
Desirable
- Formal minute taking skills to include the production of agendas and following up action points with managers
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
